2019 Annual General Meeting – Agenda, minutes and annual reports
Table of Contents
- 2019 Meeting Agenda
- 2018 Meeting Minutes
- Executive and Committee Reports
- President
- Treasurer (including Financial Statement)
- Secretary
- Archivist
- Communications Committee
- Translation Committee
- Annual Report to the OALT/ABO Board of Directors
Meeting Agenda
Tuesday, February 26, 2019 @ 5:30 PM
Biagio’s Italian Kitchen Restaurant
- Call to order
- Attendance
- Adoption of Agenda
- Approval of previous Annual General Meeting minutes (2018)
- Executive and Committee Reports:
- President – Barbara Cope
- Treasurer (Financial Statement) – Linda Landreville
- Secretary – Sharon Doyle
- Archivist – Vincent Elit
- Communications Committee – Linda Landreville
- Translation Committee – José Gélinas
- Election of Executive Officers:
- President
- Vice-President
- Treasurer
- Secretary
- Other Business:
- Website
- Archives
- Annual Report to the OALT/ABO Board of Directors
- Algonquin College – Library and Info Tech Advisory Committee
- OALT/ABO Annual Conference (2019)
- Workshop feedback
- Annual General Meeting feedback on Ottawa Chapter/Section d’Ottawa Events
- Next Meeting:
- Adjournment
Issued: February 10, 2019
Meeting Minutes
Tuesday February 20, 2018 @ 5:30 PM
Biagio’s Italian Kitchen Restaurant
1. Call to order
a) Barbara called the meeting to order at 6:13 pm EST and welcomed everyone to the Annual General Meeting of the Ottawa Chapter/Section d’Ottawa of the Ontario Association of Library Technicians/Association des bibliotechniciens de l’Ontario (OALT/ABO).
Quorum: Nine members were present in person with one proxy vote. Quorum of ten members was established.
b) Introduction of the Executive and Committee Members (Appointed officers)
Barbara Cope introduced the 2017 Executive and Committee members:
Chapter President – Barbara Cope
Treasurers – Nancy-Ann Brethour/Linda Landreville
Secretary – Gislaine Hamelin
Archivist – Vincent Elit
Head, Communications Committee – Linda Landreville
Head, Translation Committee – José Gélinas
c) Recording Secretary
Our recording secretary for the meeting was Gislaine Hamelin.
2. Attendance
Present: Linda Landreville, Barbara Cope, Carol Moher, Nancy-Ann Brethour, Vincent Elit, José Gélinas, Gislaine Hamelin, Kathy Heney, Sharon Doyle and one proxy vote from Jessica Reeve.
3. Adoption of Agenda
The agenda for the 2018 Annual General Meeting of the Ottawa Chapter/Section d’Ottawa of the OALT/ABO was distributed to all members via email and for specific people, by mail as requested. A copy also had been placed on the Chapter’s website and it was made available for the meeting in limited print quantities.
There was the addition of 7g) to the agenda. Barbara asked for a motion for the addition to adopt the agenda as presented:
Moved by: Carol Moher — Seconded by: Linda Landreville
Those in favour – ALL
Motion carried.
4. Approval of previous Annual General Meeting minutes (2017)
There were no further changes to the minutes from last year’s Annual General Meeting and Barbara asked for a motion to adopt the minutes of the 2017 Annual General Meeting as amended:
Moved by: Gislaine Hamelin — Seconded by: Barbara Cope
Those in favour – ALL
Motion carried.
5. Executive and Committee Reports
The Chapter’s by-laws (4 & 8) require that all Executive members and Committee heads prepare reports for the Annual General Meeting, which are presented on pages 8-19 of the English package and on pages 9-21 of the French package, including the President’s report on the Chapter’s activities during the previous year, the Treasurer’s report on the overall financial well-being of the Chapter, as well as membership numbers.
a) President – Barbara Cope
Barbara provided a summarized verbal version of her written report to the membership.
The written report was presented as received.
There were no questions concerning the President’s report.
b) Treasurers’ (Financial Statement) – Nancy-Ann Brethour/Linda Landreville
Due to the change of Officer for the position of Treasurer during the fiscal year, Linda provided a summarized verbal version of her written report to the membership, for which assistance was given by Nancy, previous Treasurer. Linda thanked Nancy for her help.
Barbara questioned the $40 membership amount and Linda provided the justification.
The written report was presented as received.
There were no additional questions concerning the Treasurer’s report and financial statement.
c) Secretary – Gislaine Hamelin
Gislaine provided a summarized verbal version of her written report to the membership.
The written report was presented as received.
There were no questions concerning the Secretary’s report.
Barbara asked for a motion to adopt all three 2017 Executive reports as written and presented:
Moved by: Kathy Heney — Seconded by: Sharon Doyle
Those in favour – ALL
Motion carried.
d) Archivist – Vincent Elit
Vincent provided a summarized verbal version of his written report to the membership.
The written report was presented as received.
There were no questions concerning the Archivist’s report.
e) Head, Communications Committee – Linda Landreville
Linda provided a summarized verbal version of her written report to the membership.
The written report was presented as received.
There were no questions concerning the Communications Committee’s report.
f) Head, Translation Committee – José Gélinas
José provided a summarized verbal version of her written report to the membership.
The written report was presented as received.
There were no questions concerning the Translation Committee’s report.
Barbara asked for a motion to adopt the 2017 Committee reports as presented:
Moved by: Kathy Heney — Seconded by: Sharon Dolye
Those in favour — ALL
Motion carried.
6. Election of Executive Officers
At this point, on behalf of the membership Barbara thanked the members of the 2017 Executive and Committees, who served the Chapter so well in the past year. She also personally thanked the Executive and Committee members for their efforts during the past year.
For the next portion of this meeting, Barbara handed the floor over to Linda Landreville, who had been selected as the Nominations Committee for the evening’s election of the Appointed Officers of the Ottawa Chapter/Section d’Ottawa.
a) President
Barbara – As current President, she was asked if she was interested in standing as President again. She agreed. As there were no further nominations from the floor for the office of President, the nominations were closed and Barbara Cope was acclaimed as Chapter President.
b) Vice-President
Vacant – Kathy Heney was nominated by Barbara, but she declined the nomination. No further nominations came from the floor. The Vice-President’s position remains vacant for 2018.
c) Treasurer
Linda – As current Treasurer, she was asked if she was interested in standing as Treasurer again. She agreed. As there were no further nominations from the floor for the office of Treasurer, the nominations were closed and Linda Landreville was acclaimed as Chapter Treasurer.
d) Secretary
Gislaine Hamelin – As current Secretary, she was asked if she was interested in standing as Secretary again.
Gislaine decided to step down, and therefore nominations from the floor were accepted. Sharon Doyle was nominated by Barbara Cope. Sharon accepted this nomination and with no further nominations from the floor for the office of for this position, the nominations were closed and Sharon Doyle was acclaimed as Chapter Secretary.
Linda then asked for a motion to accept the 2018 slate of Appointed Officers:
Moved by: Vincent Elit — Seconded by: Kathy Heney
Those in favour — ALL
Motion passed.
Linda presented the membership with the 2018 slate of Officers for the Ottawa Chapter/Section d’Ottawa of the OALT/ABO:
President: Barbara Cope
Treasurer: Linda Landreville
Vice-President: Vacant position
Secretary: Sharon Doyle
7. Other Business
a) Website
Linda reported that she is actively maintaining the Chapter Website, in conjunction with Vincent, who is working on the technical look and feel aspects. Because of that, there may be changes to the Website’s pictures. Barbara was concerned about the way dates display. Vincent reported that this has been corrected with the latest updates.
b) Archives (Digital) – Vincent
The review and archiving electronically all of the Annual General Meeting documentation and minutes for the Chapter’s meetings are complete. Vincent reported about the technical challenges and details of the improved document access and email distribution.
c) Annual Report to the Board of Directors of the Association
For the last couple of years, the President or Past-President of the Ottawa Chapter/Section d’Ottawa has been required to present an Annual Report of Chapter Events to the Association’s Board of Directors. Barbara read the report, included at the end of the package, to members present, providing a brief summarized verbal version of the Chapter’s events in the last year. This report has also been made available in full on our Website.
d) Algonquin College – Library and Info Tech Advisory Committee
Vincent reported that there are currently 20 stakeholder members with focus on workforce influences. French client focused courses are being offered next year. This was the first year of the “BIT-IRM” program of Algonquin College in cooperation with Carleton University and was a successful first year. The next meeting is scheduled for March 2018.
At this point a draw was held for two free dinners at Biagio’s. The two winners were Barbara and Carol.
e) OALT/ABO Annual Conference (2018)
The 2018 Conference will be held on May 2-5 at the Travelodge Hotel in Belleville. The program is online with two tours, one social event, the Banquet on Friday and the Annual General Meeting on Saturday.
f) Workshop feedback
Attendance was low, however, the weather was bad, so there were a number of people who could not attend. A survey on Saturday workshops for the 2nd year students was suggested.
g) Annual General Meeting feedback on Chapter events
Change the Meet and Greet time for the Library and Information Technician students at Algonquin, with insight from Helena Merriam; change the date of the Annual General Meeting; more focus on membership rates.
8. Next meeting
No meeting has been scheduled yet.
9. Adjournment
Barbara called for a motion to adjourn the 2017 Annual General Meeting of the Ottawa Chapter/Section d’Ottawa with thanks to all who attended:
Moved by: Carol Moher — Seconded by: Gislaine Hamelin
Those in favour – ALL
Motion passed.
The 2017 Annual General Meeting of the Ottawa Chapter/Section d’Ottawa was adjourned at 8:07 p.m. EST.
President
I agreed to stay in the position of Ottawa Chapter/Section d’Ottawa President at the 2018 Chapter Annual General Meeting, as for the most part, I enjoy volunteering with OALT/ABO.
- I attended and chaired all ten Chapter Executive and Committees meetings, for which I prepared and distributed the Agendas, as well as presented President reports. One meeting was virtual and the shortest since I’ve been back on the Executive.
- I attended the annual review of the Chapter’s web site. In preparation for that, I found out that it’s difficult to stay on top of ever changing links which we supply on our website.
- I continued to use the Chapter’s email account and to load documents on the Association’s Google Drive, to facilitate the sharing of documents with both Chapter and Association Executives and Committees.
- I was unable to attend OALT/ABO’s Annual Conference in 2018.
- I contacted Algonquin College’s LIT program and its students and the Chapter was able to sponsor Jeka Richards to the Association’s 2018 Conference.
- I didn’t attend either the Chapter’s summer nor holiday socials.
- I was the main organizer and attended the annual Student Meet and Greet, for which I was the contact with Algonquin College.
- I was the contact with both Algonquin College and Jeka Dupont for the Google Apps workshop which was held on January 12, 2019.
I would like to thank all of the 2018 Executive and Committee members: Linda Landreville, Sharon Doyle, Vincent Elit and José Gélinas, for their ongoing support, team-work and commitment to the Ottawa Chapter/Section d’Ottawa. I would like to congratulate our team of dedicated volunteers, who have worked hard to ensure that the Chapter was run smoothly and professionally throughout the last year. I also thank the members of the Board of Directors for their continued support and appreciated guidance.
I wish to encourage any member (new or existing) who would like to be part of the Executive, a Committee, or take part in the Board of Directors of the Association. It is an extremely rewarding opportunity, which allows you to help out the library community at the same time. I have had a chance to work with a great team of committed volunteers. It’s time to have your say. We hope to have you join us.
That being said, if a full enough slate of Officers step forward or are elected to make the Chapter’s 2019 activities legal, I am willing to stay on another year as the Ottawa Chapter/Section d’Ottawa’s President.
Respectfully submitted,
Barbara Cope
President
Ottawa Chapter/Section d’Ottawa
Financial Statement (December 31, 2018)
| Year to date Jan. 1, 2018 to Dec. 31, 2018 |
|
|---|---|
| Opening Bank Balance – January 01, 2018 | 2,559.39 |
| Revenue: | |
| Membership Remittance | 372.00 |
| Donations to the JDSSF | 115.93 |
| Summer Social Fees submitted to Chapter (for 3 Tickets-2,@$20.00+1,@$18.00) |
58.00 |
| Total | 545.93 |
| Expenses: | |
| Bank fees | 30.00 |
| Annual General Meeting (2018) (2, $30.00 Cash Prizes) | 60.00 |
| Conference Registration for Student (Chq#227) | 90.00 |
| Via Train to Conference for Student (Chq#228) | 49.72 |
| Hotel Charges for Student at Conference (Chq#229) | 243.08 |
| Summer Social Tickets (Chq#230) ($58.00 + 1 extra ticket @20.00- unused) |
78.00 |
| Reimbursement to Linda for Gift Card Door Prizes for Student Meet and Greet (Chq#231) | 50.00 |
| Total | 600.80 |
| Final Details: | |
| Closing Balance – December 31, 2018 | 2,504.52 |
| Bank Balance – December 31, 2018 | 2,504.52 |
Budgeted
| Year to date Jan. 1, 2018 to Dec. 31, 2018 |
|||
|---|---|---|---|
| Opening Balance – January 1, 2018 | 334.07 | ||
| Revenue: | |||
| Donations | 115.93 | ||
| Total (Budgeted) | 450.00 | ||
Working Balance – December 31, 2018 – $2,054.52
| Year to date Jan. 1, 2018 to Dec. 31, 2018 |
|||
|---|---|---|---|
| Opening Balance – January 1, 2018 | 49.35 | ||
| Expenses: | |||
| Postage (August 27, 2018) | 2.05 | ||
| Petty Cash Balance | 47.30 | ||
Chapter Actual Balance – December 31, 2018 – $2,101.82
Treasurer: Activity Report
2018 being my first full year as Treasurer, I worked as hard as I could to keep the high-quality standards as established by my predecessor.
Throughout our Chapter fiscal year (2018), we were very busy on the financial side. Activities included:
- Depositing Membership Remittance cheque from OALT/ABO to our Account
- Preparing Treasurer’s Reports for all ten Executive and Committee Meetings
- Preparing Financial Quarterly Reports
- Preparing the 2018 Annual Financial Statement for the Annual General Meeting
- Helping with activities as required:
- Arranging for Gift Cards and Door Prizes;
- Ensuring reimbursements were given promptly to Executive members for out-of-pocket expenses;
- Coordinating budgeted payments from Petty Cash and the Jean Desislets Student Sponsorship Fund
Respectfully submitted,
Linda Landreville
Treasurer
Ottawa Chapter/Section d’Ottawa
Secretary
I would like to thank the 2018 Ottawa Chapter/Section d’Ottawa Executive and Committee members (Barbara Cope, Linda Landreville, Vincent Elit and José Gélinas) for a warm welcome to Ottawa.
In 2018 as Secretary, I was responsible for:
- Minute taking for all ten Ottawa Chapter/Section d’Ottawa Executive and Committees meetings.
- Attendance at all ten Chapter Executive and Committees meetings.
- Attendance for one OALT/ABO Board of Directors’ meeting.
- Assisted in Planning of two Social Events (Summer & Winter).
- Attended the Algonquin College’s LIT Program’s Student Meet & Greet Event
- Prepared a report of my activities for the Annual General Meeting.
Respectfully submitted,
Sharon Doyle
Secretary
Ottawa Chapter/Section d’Ottawa
Archivist
I would like to thank all of the 2018 Executive and Committee members, including Barbara Cope, Linda Landreville, Sharon Doyle and José Gélinas for their hard work, individually and as a team, and for their ongoing support and commitment to the Ottawa Chapter/Section d’Ottawa. I further wish to say “thank you” to the members of the Association’s Board of Directors for their continued support and appropriate guidance.
At our first Executive and Committees’ meeting of 2018, I was re-appointed as the Chapter Archivist. The responsibilities for this role include:
- Maintaining and archiving all meeting documents and documents produced by the Chapter.
- Maintaining and archiving historical documents relating to both the Chapter and the Association
- Developing and implementing our digital strategy for Archives.
Throughout the 2018 term as Chapter Archivist, I attended the majority of the meetings of the Executive and Committees of the Ottawa Chapter/Section d’Ottawa.
In April, Executive and Committee members assembled as part of our Communications Committee. Our agenda was set to discuss the continued development and strategy of the Chapter’s Website and communications strategy.
During the summer months, I continued the review of the Chapter’s Archives, attempting to create a comprehensive list of all materials currently held by the Chapter. Digitization of our printed documents has been restarted, with documents being now saved in our new Archives repository.
In the month of August, I attended the 2018 Summer Social. I helped prepare and attended the 2018 OALT/ABO Ottawa Chapter/Section d’Ottawa’ s Student Meet & Greet Event for Algonquin College’s LIT program’s students. I provided assistance in the organization of the 2018 Chapter Holiday Social, which occurred on December 10, 2018 and I attended the event.
I am willing to stay on as the Chapter’s Archivist for 2019. I encourage any member (new or existing) who would like to be part of the Executive, part of a Committee, or part of the Board of Directors of the Association to get involved. It is an extremely rewarding opportunity, which allows you to help out the Library Community at the same time as you help the Ottawa Chapter/Section d’Ottawa. I have had a great chance to work with an amazing team of committed volunteers, where all our interests were pursued, our skills developed and our expectations exceeded. I encourage you consider the possibilities and follow in the footsteps of this great team by joining their ranks.
Respectfully submitted,
Vincent Elit
Archivist
Ottawa Chapter/Section d’Ottawa
Communications Committee
At our first meeting of the new 2018 Executive and Committees, I was asked to continue in my role as the Head and member of the Communications Committee.
My activities for 2018 year included:
- Attending Executive and Committees meetings.
- Attending workshops and helping electronically, historically and otherwise, as needed.
- Delivering a short, verbal (sometimes written) Report for each Executive meeting.
- Attending most of the OALT/ABO Board of Directors meetings and speaking on behalf of Ottawa Chapter/Section d’Ottawa if required.
- Helping maintain and update our Chapter website when needed and posting submissions to its content.
Respectfully submitted,
Linda Landreville
Head, Communications Committee
Ottawa Chapter/Section d’Ottawa
Translation Committee
My principal functions as Head, Translation Committee include:
- Attending Executive and Committees meetings (elective).
- Preparing a short report (usually verbal) of my activities to present at monthly Executive and Committees meetings.
- Translating specific documents (and supervision of all translations done by other members of the Executive and Committees and/or other persons outside of the Executive and Committees) of events, notices and other notifications or bilingual texts, written in the name of the Ottawa Chapter/Section d’Ottawa, sent to Chapter members or to the Association, or posted on the Chapter’s website throughout the year.
- Writing (and translating) my Annual Report of activities to present at the Annual General Meeting of the Ottawa Chapter/Section d’Ottawa.
- Translating the entire AGM English Kit into French, including the previous year’s AGM Minutes, all Annual Reports of the members of the Executive and Committees (normal positions, interim or other special cases), therefore, Reports of the President, Vice-President, Treasurer (including the Annual Financial Statement), Secretary and the Annual Reports of the Archivist, Head, Communications Committee and the Head, Translation Committee, as well as the Annual Report of the Activities of the Ottawa Chapter/Section d’Ottawa to the Board of Directors of the Association. ***
*** All documents listed above constitute the entire translated French Kit sent (with the English Kit) to members of the Ottawa Chapter/Section d’Ottawa before the Annual General Meeting.
In 2018, I attended most, if not all ten Executive and Committees meetings, including the 2018 AGM, the meeting to revise our Chapter’s Website and Communications’ strategy in April, the Algonquin College’s LIT program’s Student Meet and Greet event in the fall, the two Socials, the Summer’s in August, at Darcy McGee Pub and the Winter’s holiday in December, at the Foolish Chicken restaurant. I also participated in the Google Apps workshop with Jeka Dupont, in January 2019.
I congratulate the members of the Executive and Committees of the Chapter, on their intensive work all year long, starting with our President, Barbara Cope, who involved herself at all levels of the organization, no matter what small tasks or big challenges came her way, she tackled her role managing the Ottawa Chapter/Section d’Ottawa like a veteran and energetic CEO. Linda did double duty this year, leading her dual roles like slicing through a piece of cake: handling both her usual role as Head, Communications Committee, (as our resident technical expert on electronic problem solving with the maintenance and updating of our Website, etc.) and adding on the duties of Treasurer, efficiently providing numerous timely financial monthly and quarterly reports throughout the year.
She worked jointly with Vincent on the Website, while he continued to digitize the Chapter’s printed Archives and to load them onto Google Drive. I was also pleased to meet and get to know our newest member of the Executive, Sharon Doyle, who proved to be a competent and devoted Secretary, and a delight in and out of meetings. I thank the team for its excellent work, team spirit and camaraderie!!!
I hope again to take part in the Executive and Committees of the Ottawa Chapter/Section d’Ottawa, in 2019. I also hope that other members will be drawn by the idea of contributing to the Chapter’s Executive and Committees, or the Association’s Board of Directors. It’s an enriching experience where you can discover hidden talents or develop known skills in an unexpected way.
While serving in the midst of the Executive and Committees since 2002, first as Secretary and later, mainly as Translator, I’ve rediscovered the richness, challenge and intricacies of my mother tongue (French), I enhanced my knowledge of English, while I developed my writing, translation and editing skills among others. But, that’s only my experience …
Yours can be totally different, depending on what role you decide to take on: the skills you develop can include, among others, the fields of electronics, management, personal management, leadership, mentoring, teaching, or public speaking, just to name a few … and who knows what else? It’s only up to you to take a chance …
Have a Good and Happy New Year, one and all!!!
Respectfully submitted,
José Gélinas
Head, Translation Committee
Ottawa Chapter/Section d’Ottawa
Annual Report to the Board of Directors
2018 Ottawa Chapter/Section d’Ottawa Executive and Committees
- President: Barbara Cope
- Archivist: Vincent Elit
- Treasurer: Linda Landreville
- Communications Coordinator: Linda Landreville
- Secretary: Sharon Doyle
- Translations Coordinator: José Gélinas
The Annual General Meeting was held Tuesday February 20, 2018 at Biagio’s Italian Kitchen restaurant, where the Annual Reports were presented by each member of the Executive and Committees and where elections were held to elect members of the new Executive for 2018.
The Executive team met ten times over the course of the year, including our annual review of the Chapter’s Website.
Activities of the Ottawa Chapter/Section d’Ottawa for 2018:
2018 was a year of good team work, providing events to both the Algonquin College’s LIT program students and the Chapter’s members.
Linda took part in eight of the nine OALT/ABO Board of Directors meetings, representing the Ottawa Chapter/Section d’Ottawa. Sharon took care of attending the other Board’s meeting.
Ottawa Chapter/Section d’Ottawa was happy to be able to sponsor Jeka Richards to this year’s 2018 OALT/ABO’s Annual Conference in Belleville. As Jeka was a workshop co-presenter, that helped reduce some of her expenses, but she also wrote an article about her experience, which was posted on the Chapter’s website: https://ottawa.oaltabo.on.ca/a-recap-of-my-first-oalt-abo-conference-experience/
Linda and Vincent did a great job of continuing to promote the Chapter using our Website, including posting coming events.
Sharon, Linda and Vincent organized and advertised both the Chapter’s Summer and Holiday Socials.
On October 2nd, 2018, the Chapter hosted the staff and students of the Algonquin College’s Library and Information Technician Program at our annual Student Meet and Greet event. Approximately 14 students, Helena Merriam, the program’s Coordinator, and all Chapter Executive members and Committees’ Coordinators attended. The students were able to network with members and learn about the Association.
At this event, we also acknowledged Algonquin College’s winner of 2018’s OALT/ABO Outstanding Student Award, Nicole Lacelle. This year, the Chapter awarded a free membership to one of the students in attendance. There was also a draw for two $25.00 gift cards for Connections, Algonquin College’s bookstore.
Ottawa Chapter/Section d’Ottawa’s Executive members and Committee Coordinators really appreciated OALT/ABO’s Board of Directors paying for the expenses of the Student Meet and Greet event.
We completed a major updating of our Chapter’s Timeline and Procedures Manual. Unfortunately, it looks like an update to our Duties of Executive and Committees members will have to be passed on to the 2019 Executive.
Although we didn’t offer any workshops in 2018, overall, it was a good year for the Ottawa Chapter/Section d’Ottawa.
Respectfully submitted,
Barbara Cope
President
Ottawa Chapter/Section d’Ottawa